Administrative Assistant

Join a Team That Changes Lives

For more than 170 years, Elwyn has been leading the way in supporting children, teens, and adults with autism, intellectual and developmental disabilities, and behavioral health challenges. As a mission-driven nonprofit, we're here to create real change - helping people lead meaningful, fulfilling lives.

Now, we're looking for passionate team members to join us. Here, your work will change lives - including your own. You'll make an impact every day, find purpose in what you do, and grow in a career that truly matters.

At Elwyn, we take care of you while you care for others. We offer:

• Generous Paid Time Off
• Comprehensive Medical/Dental/Vision Benefit Packages
• Earned Wage Access/On-Demand Pay
• Paid On-the-Job Training
• Tuition Reimbursement
• Career Advancement Opportunities and Growth
• Flexible Schedules
• Retirement Savings Plan

Join us and be a part of something bigger. Apply today.

Elwyn seeks an Administrative Assistant to provide administrative support to Elwyn New Jersey's Community Living Program (CLP) leadership staff in the areas of personnel, customer service, purchasing, timekeeping, vendor, and contracting activity.

DUTIES AND RESPONSIBILITIES:

• Performs administrative duties, including but not limited to computer data entry, maintenance of daily attendance log, answering phone, file maintenance, archiving, photocopying, faxing, mailing, and customer service reports
• Provides a welcoming environment; including but not limited to, answering all calls professionally and timely greeting each visitor and staff member with openness
• Creates and updates records and databases with tasks including but not limited to daily census, services rendered, behavior incident reports, accident injury reports, unusual incident reports and other data as required
• Orders all office supplies
• Completes all administrative memos, letters, and other correspondence using the computer
• Completes assigned new hire onboarding processes including the creation of Network Access Request Forms (NARFs) to ensure new hires have system and other access needed to do their jobs
• Distributes new employee welcome emails introducing new hires to CLP and relevant stakeholders
• Maintain all departmental and other required records in an organized manner
• Provides back up support for timekeeping system changes in support of program coordinators and managers as needed
• Arranges meetings by scheduling appropriate meeting times, booking rooms, and ordering refreshments as needed
• Coordinates staffing schedules for the residential group homes and fills scheduled vacancies and call outs in compliance with the union contract
• Creates agendas for meetings; takes notes and provides minutes as needed
• Processes payment of invoices, assuring all documentation is complete, and the filing of documentation.
• Coordinates the maintenance of office equipment, as needed
• Works with, understands, and complies with terms and conditions of collective bargaining agreements (CBA) within a unionized environment with tasks including but not limited to adherence to scheduling procedures, processing transfers and promotions, administering disciplinary actions, adjudicating grievances, where appropriate, etc.
• Maintains current state-mandated training and certifications
• Follows all current policies and procedures of Elwyn New Jersey
• Cooperates with Elwyn New Jersey and the State of New Jersey Department of Human Services, or any other authorized investigating body during an inspection or investigation
• Performs other duties as assigned

QUALIFICATIONS, EDUCATION & EXPERIENCE:

• High school diploma; associate degree or specialized training in administrative/office work preferred
• Three (3) years' administrative experience
• Previous experience working in a non-profit, human service administrative area preferred
• Previous experience working within a unionized workforce preferred
• Demonstrated intermediate level of proficiency in Microsoft Outlook, PowerPoint, Word, and Excel
• Experience using a timekeeping system and the ability to handle scheduling required; experience using ADP Enterprise eTime preferred
• Demonstrated ability to work effectively as part of a team
• Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills
• Excellent, organizational, interpersonal, time management, and written and verbal communications skills
• Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
• Demonstrated strong attention to detail
• Demonstrated strong time management and organizational skills
• Demonstrated excellent judgment with the ability to independently solve problems and make decisions with little need for direct supervision
• Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions or make recommendations for change
• Demonstrated ability to develop effective communication within multiple team environment
• Demonstrated ability to anticipate workload and proactively initiate and complete task including ongoing projects, and assist others as requested

Elwyn is an Equal Opportunity Employer. Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, national origin, citizenship, handicap status, marital or family status, mental or physical disability, perceived disability, military or veteran status, political activities or affiliations, or any other characteristic protected under applicable federal, state or local law, ordinance, or regulation.